Ohio UniversitySUPERCEDED General Policy and Procedure

03.020:  Payment of Memberships and Dues in Selected Organizations

SUPERCEDED on April 9, 2009

Current Version


Approved on January 6, 2004Signatures and dates
on archival copy


when approved 

Initiated by:

Shelley Ruff
Assistant Vice President for Finance

Reviewed by:

Herman ("Butch") Hill, Chair
Policy and Procedure Review Committee

Endorsed by:

Gary North
Vice President for Administration and Finance

Approved by:

Stephen Kopp

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This policy governs the payment of memberships, dues and professional certification or licensing fees by the University.


Memberships, dues, and professional certification or licensing fees are eligible for payment by the University only if there is a direct benefit to the University.


I.  Types of expenses which are allowable

  1. Memberships that name the University (or department) as the member.

  2. University (or department) memberships in an organization with specified named members as authorized representatives. The job-duties of named members must be related to the purpose of the membership.

  3. Individual (employee) memberships with work related benefits. This category includes memberships in professional organizations related to an individual's job specialty whether the individual is in the academic or non-academic area. The University must derive specific benefits, e.g. access to useful information not otherwise available.

  4. Dues, professional licensing, and certification or testing fees that are related to an employee's job-duties. Examples include, but are not limited to: Engineer's license, boiler license, doctor's license, copyrights, notary fees, drug license, royalty fees, vendor's license, operator's license.

II.  Types of organizations that may qualify

  1. Accrediting organizations

  2. Associations of colleges and universities:

    • Academic
    • Administrative
    • Finance
    • Business services
    • Intercollegiate athletics
    • Press
    • Auxiliaries, such as dormitories, dining halls, airports, etc.

  3. Secondary school organizations

  4. Governmental sponsored groups

  5. Industrial and commercial organizations

  6. Professional societies

  7. Organizations related to work being performed.

III.  Types of organizations that do not qualify

  1. Community or civic organizations, except as noted below

  2. Fraternal organizations

  3. Political organizations

IV.  Community or Civic Organization Memberships

Membership in such organizations is an allowable expense for the President or other senior administrators (such as the provost, vice-presidents and academic deans) if their duties include significant responsibilities to represent the University in the community. Payment for such memberships is allowable on Foundation funds only.

V. Authorization

The Planning Unit head must authorize expenditures for memberships, dues, or licensing and certification fees.


Proposed revisions of this policy should be reviewed by:

  1. Policy and Procedure Review Committee


There are no forms that are specific to this policy.

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Dick Piccard revised this file (http://www.ohio.edu/policy/s03-020.html) on April 14, 2009.

Please E-mail any comments or suggestions to "policy@ohio.edu".